Integration: Upload Files to Google Drive
The Upload Files to Google Drive node allows your workflow to automatically upload files directly to Google Drive at the end of a process — or at any intermediate step. With it, you centralize documents, photos, approval PDFs, and other files generated during the workflow execution, without needing to perform any manual action.
This integration is ideal for teams that already use Google Drive as a central document repository and want to ensure that process records are organized automatically, without depending on collaborators to move files manually.
Prerequisite: Configure Google Drive Connection
Before using this node, you need to authenticate your Google account and create a connection in Hashdata. Follow the steps below:
- In the side menu, access Settings.
- Click on Integrations.
- Click on New Connection and select Google Drive.
- A Google OAuth authentication window will open.
- Log in with the Google account that has access to the desired Drive.
- Grant the requested permissions to Hashdata.
- After authorizing, the connection will be created and will be available in Google integration nodes.
Only users with the "Manage Workflows" permission can create connections and configure integration nodes. Make sure your account has this level of access.
When to Use
The Upload Files to Google Drive node is recommended in the following scenarios:
- Archive approval PDFs: after an Approval node, automatically send the PDF report to a specific folder in Drive.
- Save form photos and documents: file upload or photo fields filled by the respondent are sent directly to Drive without human intervention.
- Centralize files by project: using the subfolder per instance feature, each workflow execution creates a separate folder — ideal for organizing inspections, surveys, contracts, or any process that produces individual documents.
- Integrate with other Google systems: files in Drive are available for use in Google Docs, Sheets, Sites, and other Google ecosystem tools.
Node Configuration
When adding the Upload Files to Google Drive node to the workflow canvas, you will see the configuration panel with the following fields:
| Field | Description | Details |
|---|---|---|
| Connection | Select the Google Drive connection previously created in Settings → Integrations. | Required. If no connection exists, click "Create new connection" to authenticate directly from the node panel. |
| Drive | Choose between My Drive or a Shared Drive available on the authenticated account. | The list is automatically loaded based on the selected connection's permissions. |
| Destination folder | Defines which folder the files will be saved in. Use the folder browser to locate or create the desired directory. | Required. If subfolder per instance is enabled, this folder will be the parent directory. |
| Create subfolder per instance | When enabled (Yes), the node creates an exclusive subfolder for each workflow execution within the destination folder. | Recommended for processes with multiple instances, such as inspections, surveys, or services. |
| Subfolder name template | Defines the name of the subfolder generated per instance. Supports free text with variables in the format {{field_name}}. | Available only when "Create subfolder per instance" is enabled. Example: Inspection - {{date}} - {{location}} |
| Artifacts to upload | Select which PDFs and reports generated by ancestor workflow nodes should be sent to Drive. | Includes PDFs generated by Approval nodes and other nodes that produce document artifacts throughout the flow. |
| Upload form files | When enabled, includes in the upload the files uploaded by respondents in "Upload files" or "Photo" type fields in ancestor forms. | Allows centralizing photos, documents, and other files collected directly via Hashdata form. |
Types of Files Uploaded
The Upload Files to Google Drive node supports different file sources within the workflow. See what can be uploaded:
PDFs from Workflow-Generated Reports
Approval nodes and other nodes that produce documents generate artifacts in PDF during execution. These files can be selected in the Artifacts to upload field and will be included in the Drive upload automatically.
Common examples:
- PDF of the approval report with the history of decisions made.
- Consolidated PDF with the responses to a form.
Files from Upload Fields
Hashdata forms can contain Upload files type fields, which allow the respondent to attach documents, spreadsheets, presentations, and other formats. When the Upload form files option is enabled, all these attachments are included in the upload.
Photos from Photo Fields
Photo type fields in Hashdata forms are also captured and sent to Google Drive when the form file upload option is active. This is especially useful in inspection, survey, and field monitoring processes, where photos are collected directly through the mobile app.
The maximum allowed size per individual file is 50 MB. Files that exceed this limit will not be sent and will generate a warning in the instance history. Make sure that the files collected in the forms are within this limit.
Subfolders per Instance
The subfolder per instance feature is one of the most powerful features of the upload node. When enabled, it automatically creates an exclusive folder for each workflow execution, keeping the files of each process organized and separate.
How It Works
For each new workflow instance, the system:
- Checks if a subfolder was previously created for that instance (in case of retry or node re-execution).
- If it does not exist, creates a new subfolder inside the configured destination folder.
- The subfolder name is generated from the subfolder name template, replacing variables with the actual instance values.
- All selected files are sent inside this subfolder.
Name Template with Variables
The template supports free text combined with variables in the format {{field_name}}, where field_name corresponds to the name of a question in an ancestor form of the workflow.
Template examples:
Inspection - {{visit_date}} - {{location_name}}Contract - {{customer_name}} - {{order_number}}Survey {{address}} - {{date}}
Use variables that identify the process context, such as customer, project, date, or protocol number. This makes it much easier to search for and access documents in Google Drive later, especially in processes with high instance volume, such as daily inspections, support tickets, or service orders.
Node Output
The Upload Files to Google Drive node has a single output path (SINGLE_OUTCOME): the workflow advances automatically after the upload is completed, regardless of the result. In case of an error sending a file, the detail will be recorded in the instance history, but the flow will continue normally.
Usage Example
Consider an Equipment Inspection workflow that follows this flow:
- The technician responds to a form with photos of the equipment, observations, and the inspection date.
- An Approval node is triggered for the manager to review the report.
- After approval, the Upload Files to Google Drive node uploads:
- The PDF of the approval report.
- The photos taken during the inspection.
- The files are saved in a subfolder named
Inspection - {{equipment}} - {{inspection_date}}inside theInspections 2025folder on the team's shared Drive.
With this configuration, each inspection automatically generates an organized folder in Drive, without any collaborator needing to move files manually.
Tips and Best Practices
- Use Shared Drives for collaborative processes, ensuring the entire team has access to the uploaded files.
- Create a root folder per process type (e.g.,
Inspections,Contracts,Surveys) and let the node automatically create the instance subfolders inside it. - Combine with the Set Status node to record the link or folder name in the instance status, facilitating traceability.
- Test the subfolder template with a draft instance before publishing the workflow, ensuring the variables are correct and the name makes sense for your team.